Training Requirements are the criteria that Learners must satisfy to complete a curriculum. They are used to create Training Assignment tasks for Learners. For example, you might create a Vault Document Training Requirement to review the Employee Conduct Policies as part of the General GxP Documents curriculum. Learners in the General GxP Documents curriculum receive Training Assignment tasks to complete the required training.
Training Requirement Types
While some training requirements may require a simple Read & Understood signature for completion, others may include additional paths for learning and certifying completion. Training requirements may also include a combination of training types. For example, a Learner may need to review a video, read and understand supplementary material, and then complete a quiz to demonstrate knowledge. Note that once you create and save a training requirement, you cannot change its type.
The following training requirement types are available in Quality Basics: Training:
- Vault Document Training Requirements: This training requirement type allows Learners to review one or more assigned documents and record their signature to verify they have done so. These training requirements can span multiple Vault documents and can include document, video, and audio files. You cannot add multiple versions of the same document to a Vault Document Training Requirement.
- External Training Requirements: This training requirement type allows Learners to complete training on content or topics that occur outside of Vault. For example, an organization may require that Learners complete a third-party online course or receive an external certification. Managers and Training Admins can verify that a Learner has completed the training assignment before it is set to the Completed status.
Training Requirement Recurrence
If you want a training requirement to repeat regularly, you can select Relative or Absolute recurrence options when creating the training requirement. Vault uses these recurrence rules to automatically issue training assignments to Learners on a recurring basis to help refresh their knowledge and maintain compliance.
Relative Recurrence
With a relative recurrence type, Vault issues training assignments relative to the completion date of the training. Relative recurring training will be assigned a number of days in advance of the recurrence date based on the Time Allowed for Completion specified on the Training Requirement. The following options are available for relative recurrence:
- Time Until Recurrence: This option allows you to enter the number of months or years you want Vault to use when calculating the Next Training Date for this task.
- Time Unit for Recurrence: This option allows you to select Months or Years as the unit you want Vault to use to calculate the Next Training Date for this task.
As an example, a training requirement uses the following settings: Time Until Recurrence: 1; and Time Unit for Recurrence: Year; Time Allowed for Completion: 14 days. In this example, the learner previously completed this task on August 15, 2024. Based on the selected options, Vault calculates the Next Training Date by adding 1 Year to the August 15, 2024 completion date, then subtracting the Time Allowed for Completion to allow the learner time to complete the training before the due date. The calculated Next Training Date for this task assignment is August 1, 2024.
Absolute Recurrence
With this option, Vault issues training assignments at the same time for all applicable Learners based on the recurrence settings you select. The following options are available for absolute recurrence:
- Time Until Recurrence: This option allows you to enter the number of months or years you want Vault to use when calculating the Next Training Date for this task.
- Time Unit for Recurrence: This option allows you to select Months or Years as the unit you want Vault to use when calculating the Next Training Date for this task.
- Next Training Date: When you initially create a Training Requirement, this option allows you to select the first training date. Vault uses the Time Until Recurrence and Time Unit for Recurrence settings to calculate subsequent training dates.
As an example, a training requirement uses the following settings: Time Until Recurrence: 6; Time Unit for Recurrence: Months; and Next Training Date: June 1, 2024. In this example, Vault assigns the first training assignment to Learners on June 1, 2024, and sets the Next Training Date to six (6) months later on December 1, 2024. Vault sends the next training assignment to Learners on December 1, 2024, and sets the Next Training Date to six (6) months later on June 1, 2025. This occurs every 6 months based on this example’s selected recurrence settings.
Supplemental Materials
Supplemental Materials are training-optional documents a Training Admin includes in a Vault Document Training Requirement to provide context or a reference to Learners while they complete assignments for training-required materials, such as SOPs.
For example, an SOP references a job manual with 90 pages of step-by-step instructions for that particular process. A Training Admin creates a Vault Document Training Requirement, adding the SOP as Training Material and the manual as Supplemental Material. When Learners complete the SOP’s related assignment, the manual is optionally accessible directly from the assignment. This assists the Learner in completing the assignment, and increases awareness that there is a manual available for reference when following the SOP in their day-to-day work.
Best Practices
Best practices is to add only one (1) Training Material per Training Requirement. Vault treats all documents under the Training Materials section as one set; therefore, every time one document is revised, Vault requires re-training for all documents. If reference materials need to be added, use the Supplemental Materials section to add additional materials (i.e. job manuals, forms, slides, graphics).
Training Material Comparison
Supplemental Materials are always “live,” in that the documents a Learner sees at the time of viewing a Training Assignment reflects the eligible materials currently configured on the requirement. This is different from required Training Materials, a static group of version- and state-specific documents collected in a Training Content Set.
This means:
- A Training Assignment of any status (open, closed, canceled) includes the currently-configured materials, even if that assignment was completed before the configured materials were created in the Library.
- Open Training Assignments are updated immediately upon adding, updating, or removing a Supplemental Material. This feature does not rely upon the Update Training Assignments job to deliver different documents or document versions to new and in-progress assignments.
- Learners are able to complete the assignment task (enter their electronic signature) without clicking on or viewing Supplemental Materials.
- Updates to documents identified as Supplemental Materials for a given requirement do not trigger Training Requirement Impact Assessments. Training Admins should review Supplemental Materials when assessing impact for the required Training Materials.
- A Training Admin can add any number of Supplemental Materials to a requirement, whereas Training Materials are subject to limits.
Limitations
Supplemental Materials can only be added to Vault Document Training Requirements via the Vault UI; Supplemental TCS-Document object record migration is not supported.
Refer to the previous section for details on how optional Supplemental Materials are different from required Training Materials.